Administrative and Travel Associate

Position Purpose

Under the overall guidance and supervision of the Operations Assurance Specialist, the Administrative and Travel Associate provides the overall administration and execution of varied and inter-related operational and logistical activities in the Regional Hub, ensuring high quality and accuracy of work. The Administrative & Travel Associate coordinates with staff engaged in the fields of registry, general services, and asset management. The Administrative & Travel Associate promotes a client, quality and results-oriented approach.

S/he also assists with travel-related services in the Regional Hub, ensuring high quality and accuracy of work in order to ensure delivery of optimum travel services. S/he analyzes and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex travel related issues, closely monitors travel expenditures and internal costs, and ensures their timely and accurate billing, settlement and cost recovery.  The individual promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.

The Administrative & Travel Associate works in close collaboration with the operations, programme and project teams in the Regional Hub, and other UN agency staff to exchange information and ensure consistent service delivery.

UNCDF adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNCDF personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Key Duties and Accountabilities

Summary of Key Functions:

• Ensure implementation of operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality.
• Provide support for effective administrative and financial control in the Regional Hub.
• Provision of logistical support and asset management support.
• Support and implementation of Travel Management processes.
• Facilitate Knowledge Building and Sharing.

Ensure implementation of operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality

• Ensure full compliance of administrative activities with UN/UNDP/UNCDF rules, regulations, policies and strategies.
• Develop Regional Hub administrative and travel business processes mapping and elaboration of the internal standard operating procedures (SOPs).

Provide support for effective administrative and financial control in the Regional Hub

• Maintain detailed administrative records to track financial commitments and expenditures.
• Assist in, and provide inputs to, the preparation of the unit budget.
• Present thoroughly researched information for planning of financial resources for administrative
• services. Assist in the preparation of budget, audit, and other reports, and provide researched
• information and reports for audit exercises.
• Implement the control mechanism for administrative services and ensure compliance with business continuity requirements.
• Review, research, verify and reconcile a variety of data and reports ensuring accuracy and
• conformance with administrative rules and regulations.
• Review of data integrity in the database, control programme, analyze results and initiate corrective
• actions when necessary.
• Ensure proper planning and tracking of common services budget in consultation with projects and programmes including contributions to the common services account. information on administrative services provided for cost-recovery bills.
• Preparation of routine correspondence and reports in accordance with UNCDF SOPs.

Provision of logistical and asset management support 

• Provide logistical support to the organization of conferences, workshops and retreats.
• Support with protocol matters including issuance of visas, stay permit, issuance of UNLP, ground pass, Identification Card for staff, registration of staff, coordination with local authority on space and other administrative matters.
• Assist the Operations Assurance Specialist in setting up asset management procedures in the Regional Hub
• Support control of Project Assets and inventory including record keeping and maintenance of Office Assets and supplies and participation in periodic office physical inventory and asset verification exercises as needed.
• Prepare and submit periodic inventory and asset management reports. Ensure proper inventory control and supervise proper issuance of inventory items and supplies.
• Receipt of shipments, customs clearance arrangements, preparation of documents for shipment (received/sent).
• Support projects by offering clear and systematic guidance on asset management processes, ensuring compliance with established rules and regulations.
• Receive, inspect and verify of all incoming equipment, furniture and supplies, and tag all furniture/equipment upon receipt from the supplier.
• Provide support to management of physical assets disposal. Review assets and recommendations of physical assets for disposal. Prepare documentation for submission to CAP, follow up on requests and liaise with requesting unit, maintain records on disposal actions and enter into Quantum all the requisite details for recording disposals. Oversee disposal of items and accuracy of inventory data.
• Facilitate the receipt of shipments, arrange customs clearance, prepare necessary documents for both incoming and outgoing shipments, and manage logistical arrangements for the delivery and arrival of goods
• Facilitation of VAT clearance process.
• Support the office access system for visitors and meetings.
• Act as the primary point of contact with building management for facility-related issues (e.g. repairs, maintenance, access, etc.).
• Coordinate office cleaning, security, and other services provided by the building management.
• Ensure that the office complies with health and safety regulations, including overseeing emergency preparedness plans and procedures.
• Perform other work-related tasks assigned by the supervisors.

Support and implementation of Travel Management processes

• Process of travel requests TRs/ TCs in UNall/Quantum in conformance with the requestor identified requirements by applying the accurate applications of entitlements and compliance with UNDP rules and regulations. Ensures availability of budget according to COAs.
• Review/Process travel authorizations and travel claims in line with travel entitlements for staff and consultants, ensuring that the travel arrangement follows the UNCDF / UNDP rules and regulations.
• Follow-up with contracted travel agent / UNDP travel unit to ensure provision of high-quality professional service and most competitive price.
• Implementation of travel cost saving measures;
• Provide guidance on all travel-related matters.
• Process requests for visas for UNCDF travelers in the region.
• Process of application and renewal of UNLP for UNCDF staff.
• Process applications for exceptional upgrade for prominent/eminent persons
• Track budgets/expenditures for events.
• Oversee country office air ticket reconciliations.
• Oversee reconciliation of TRs/TCs in UNall and Quantum. Timely corrective actions on POs with budget check errors and other problems.
• Support the Operations Assurance Specialist in the monitoring of travel-related contracts to ensure that the terms and conditions agreed are being applied in earnest by the vendor, including but not limited to, customer service response and survey administration and results compilation
• Monitor unpaid invoices and travel-related purchase orders, promptly address any issues, and take necessary actions to ensure timely payment.

Facilitate knowledge building and sharing

• Organize training for the operations/projects staff on administration, logistics, asset management and travel.
• Facilitate sharing of lessons learnt and best practices to ensure smooth and efficient operations of UNCDF office.
• Provide sound contributions to knowledge networks and communities of practice

Required Skills and Experience

Education:

• Secondary education is required.
• University Degree (bachelor´s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
• Certifications in Administration and/or Procurement are desirable.

Experience, Knowledge, and Skills

• Minimum of 6 years (with secondary education) or 3 years (with bachelor’s degree) of relevant experience in administration or programme support services is required.
• Good knowledge of an ERP system (e.g. Quantum) desirable
• At least 2 years’ experience working in a travel arranging or ticketing role is required.
• Prior experience and knowledge of UNDP/UNCDF administrative and travel policies is an advantage.
• Experience in the use of computers, office software packages (MS Word, Excel, etc.), and data packages is required.
• Fluency in English and the national language of the duty station is required.
• Knowledge of other UN official languages is highly desirable.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/22712